Message Library
The Message Library holds every saved email in your account. This guide shows how to find, add, preview, copy and delete messages, and how to keep them organized in categories with drag and drop.
On this page
The Message Library is where your account keeps its saved emails. Write a message once, save it here, and use it again and again: when you email a single lead, when you send a mass email or campaign, and when a workflow sends an autoresponder.
This guide covers the Message Library page: how to find a message, add one, keep your messages organized in categories, and preview, copy and delete them.
Where to find it: open Settings and choose Message Library.
The page at a glance
Every saved message in your account is listed here, grouped into categories. The numbers in the picture match the list below it.
The Message Library. Each white panel is a category, and each row in it is a message.
| What it is | What it does | |
|---|---|---|
| 1 | Account Settings | Goes back to the Settings page. |
| 2 | Add Message | Creates a new message and opens it so you can write it. |
| 3 | New Category | Creates an empty category to sort messages into. |
| 4 | Search | Shows only the messages that match what you type. |
| 5 | Count | How many messages and categories you have. |
| 6 | Collapse all / Expand all | Folds every category down to its title, or opens them all again. |
| 7 | Category | Click the name to fold or open it. The number beside the name is how many messages are in it. |
| 8 | Rename and delete | The pencil renames the category and the bin deletes it. |
| 9 | Help | Starts a short tour of this page, or opens this guide. |
Reading a row
Each row is one message. The columns tell you when it was made, where it is used and how it was built, and the icons on the right are the things you can do with it.
The parts of a row.
| What it is | What it does | |
|---|---|---|
| 1 | Drag handle | Drag the message up or down to reorder it, or into another category. Categories have the same handle. |
| 2 | Name | Click it to open the message and edit it. |
| 3 | Created | The date and time the message was created. |
| 4 | Attached workflows | The workflows that use this message as an autoresponder. None means no workflow uses it. |
| 5 | Editor | How the message was built. Classic messages were written in the regular editor. Builder messages were designed in the Message Builder (shown as Advanced on accounts that use the Advanced editor). |
| 6 | Preview | Shows the message the way a lead will see it. |
| 7 | Move | Moves the message to another category. |
| 8 | Copy | Makes a copy of the message. |
| 9 | Delete | Deletes the message, after you confirm. |
Add a message
- Click Add Message.
- Type a Message name. Only you and your team see this name; the subject line the lead sees is set on the next page.
- Choose a Category, or leave it on Uncategorized. You can move the message at any time.
- Click Create and open. The message opens, ready for you to write.
A new message needs only a name and a category.
Writing the message itself, with its From details, subject, tokens, templates and attachments, is covered in Manage Messages. Designing one with rows, images and buttons is covered in Message Builder help.
Open and edit a message
Click a message’s name to open it. When you save it and come back, it is in the same place in the list.
Categories
Categories are the white panels on the page. Use them to keep related messages together, for example one for follow-ups, one for newsletters and one for each product or community. A message is always in one category, or in Uncategorized.
Create a category
- Click New Category.
- Type a name and click Create category.
A new category starts empty.
The new category appears on the page straight away. It stays there even while it is empty, so you can set up your categories first and fill them afterwards.
Rename a category
Click the pencil on the right of the category’s title, change the name and click Save.
Delete a category
Click the bin on the right of the category’s title, then click Delete category to confirm.
Deleting a category never deletes the messages in it.
No message is deleted. The messages that were in the category move to Uncategorized, where you can sort them again.
Uncategorized
Uncategorized is always the last panel on the page. It holds every message that is not in a category. It cannot be renamed, deleted or moved.
Move a message to another category
There are two ways, and both save straight away.
Drag it
Take hold of the drag handle at the left of the row and drop the message where you want it, in the same category or a different one.
Use the Move button
Click the folder icon on the row and choose a category from the list. This is the quicker way when the category you want is a long way down the page.
The Move menu lists your other categories.
Choose New category… at the bottom of the list to create a category and move the message into it in one step.
Change the order
- Messages – drag a message by its handle to a new place in its category.
- Categories – drag a category by the handle to the left of its name. The whole panel moves with it.
The order is saved as soon as you drop, and it is the order everyone in your account sees.
Search
Type in the Search box to find a message. The list narrows as you type.
A search for part of a workflow’s name finds the message attached to it.
- Search looks at the name of each message and at the names of the workflows it is attached to, so you can find the message a workflow sends by typing the workflow’s name.
- Categories with nothing that matches are hidden, and the number beside each category shows how many of its messages match.
- Click the × beside the box to clear the search and see everything again.
Dragging is switched off while a search is showing, because part of the list is hidden. Clear the search to drag and drop again. The Move button still works.
Collapse and expand
Click a category’s name to fold it down to its title, and click it again to open it. Collapse all folds every category at once, which makes it easy to reorder categories or jump to the one you want. Expand all opens them again.
With everything collapsed, each category is a single line.
The page remembers which categories you folded the next time you open it in the same browser.
Preview a message
Click the eye on a row to see the message without opening it.
The preview shows the message as a lead will see it.
- Desktop and Mobile switch between a full-width view and the width of a phone.
- Edit message opens the message so you can change it.
- Links in the preview open in a new tab.
Copy a message
Click the copy icon on a row. A copy is made straight away, and the page scrolls to it and highlights it. Open the copy and rename it so you can tell the two apart.
Copying is the quickest way to make a new version of a message you already like: copy it, then change the copy.
Delete a message
Click the bin on a row. A confirmation page opens; confirm there to delete the message, or cancel to come back to the library.
Check the Attached workflows column first. If a workflow is listed there, open that workflow and look at its messages before you delete, so you know what it sends.
Who can change what
- Everyone who can open the Message Library can search it and preview messages.
- You need the Manage Messages permission to add, open, move, copy and delete messages, and to create, rename, reorder and delete categories.
- Without that permission the page is read-only: the buttons and drag handles are not shown.
Help on the page
Click Help at the top right for a one-minute guided tour that points at each part of the page in turn, or to open this guide.
Common questions
Does moving a message to another category change the message?
No. Categories only change where a message is listed on this page.
I deleted a category. Where did its messages go?
To Uncategorized, at the bottom of the page. Nothing is deleted with a category.
Why can I not drag a message?
Dragging is switched off while a search is showing. Clear the search box and the handles come back. If there are no handles at all, you do not have the Manage Messages permission.
What does the Attached workflows column tell me?
Which workflows use the message as an autoresponder. See Workflow Detail for how messages work on a workflow.
What is the difference between Classic and Builder?
It is how the message was made. A Classic message was typed in the regular editor. A Builder message was designed in the Message Builder. Both are sent the same way.